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Forms and power automate question

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Posted on by JeffFRY

Thanks to anyone taking a look at this any help offered would be very much appreciated.

So here's the issue I'm having, I have a form that needs to be completed by multiple individuals, its a microsoft form so i know that is not possible to, however i was thinking if I broke down the original form into 3 different forms so it is seperated into the sections that require different individuals inputs could I achieve the same thing?

The ideal scenario would be an individual starts the first form and after submitting their response a notification email along with the second section's form is sent to another individual specified in the first form by the first user ie a manager. They would then complete the second form and when submitted another email with a third form represent the third section of the original form would be sent to the last individual to complete and once they complete their section all three would be notified that the process is complete and ideally if possibly responses by the users can be viewed but not edited.

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RobElliott 10,321 Super User 2025 Season 2 on at

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@JeffFRY even if you save the responses from the first form into a SharePoint list and send the ID to the second & third people you will still need 3 flows.

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BarbC 12 on at

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@JeffFRY - Although you could create 3 forms with 3 flows, you would not be able to supply the info from Form 1 into the Form for person 2 to fill out. You could collect that data it and include it in the email that has the link to the next form, but they would be separate.

Another option to think might be to use Approvals for person 2 and 3. So if person 1 is, for example, summitting an idea for a new product, they could fill out a form. Then if person 2 needs to review that idea and decide to send it along, if they approve, it goes to person 3. Or you could use multiple options for the approval instead of just approve/reject. Or you might consider Tasks. Perhaps the first person submits the form, and the next two people have tasks generated for them to complete, those tasks could have the info from the form included as part of the checklist or tasks. Then all of that info is stored in a SharePoint list, where it could be used and analyzed in many different ways.

If you supply a bit more detail, would be able to provide better ideas.

Forms are pretty stand alone, but they can be the first step to kick-off a process, and then you go a different route for the subsequent steps.

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JeffFRY 3 on at

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That actually sounds like a good idea but let me expand so you know exactly what i'm dealing with, so I have a single form that needs to be filled out by at least 3 different people, what i want is to have a way of putting this form online hence why microsoft forms is being used, what I want to achieve is a way to have the forms 3 sections filled by all three people one after the other with a notification to the next person when the person before them completes their section, the forms also need signatures which is annoying because it means i can't just pass it off with an approver in power automate, if you have any ideas please send them my way, want it to be as seamless as possible which is why i went to power automate because the form will started by someone new to start but the last person is always the same person just the first two sections might be two different people. It is so annoying that microsoft forms can not be filled by multiple by section!

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RobElliott 10,321 Super User 2025 Season 2 on at

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With your scenario and the need to add a signatureI think a different approach is needed. If the people completing the form are all internal then I think you would be best not to use Microsoft Forms but build an app in Power Apps, another of the M365 products. You could have the 3 sections all on the one form including a pen input field for the signature. A button could be added to each section which would save the fields completed into a SharePoint list and trigger a flow to the next user with the ID of the overall form. A screen in the app would have a gallery that would allow the next users to click the relevant ID which would open the form in edit mode and allow them to complete their section.

If, as I suspect, you are not familiar with Power Apps there are masses of great videos on YouTube, particularly by Shane Young, Reza Dorrani and April Dunnam. It's how I got started with the Power Platform back in 2018.

Rob
Los Gallardos
Microsoft Power Automate Super User
SharePoint and Power Platform Manager (and classic 1967 Morris Traveller driver)

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